In respect of meetings, whether in the form of a physical meeting, telephone conference call, video conference, internet meeting or e-mail meeting, of the Authority and any other committee or structure of the Authority, the Chairperson must—
| (a) | give at least 10 working days written notice of the forthcoming meeting to members; and |
| (b) | include an agenda with the notice. |
| (2) | Annual General Meeting |
| (a) | An Annual General Meeting will be held once a year. |
| (b) | The HWSETA will advertise the Annual General Meeting thirty (30) days in advance of the meeting in the media. |
| (c) | The HWSETA Board will direct the CEO on the details of the Annual General Meeting. |
| (a) | The Chairperson, may, on grounds of urgency, call a special meeting, whether in the form of a physical meeting, telephone conference call, video conference, internet meeting or e-mail meeting, of the Authority or Executive Committee on 48 hours’ notice. |
| (b) | If the Chairperson receives a request signed by at least half of the members of the Authority or the Executive Committee, as the case may be, he or she must as soon as practicable give notice of a special meeting of the Authority or the Executive Committee and that special meeting must be held within 15 working days of receiving the request. |
| (c) | The Chairperson of any committee or structure of the Authority may, on grounds of urgency, call a special meeting, whether in the form of a physical meeting, telephone conference call, video conference, internet meeting or e-mail meeting, of that committee or structure on 48 hours’ notice. |
| (a) | The chairperson must preside at meetings of the Authority or any committee or structure. |
| (b) | If the chairperson is absent from the meeting then the vice-chairperson must preside at the meeting. |
| (c) | If the vice-chairperson is absent then members at the meeting must elect a member from amongst themselves to act as chairperson at that meeting. |
| (a) | A quorum at a meeting, whether in the form of a physical meeting, telephone conference call, video conference, internet meeting or email meeting, consists of at least half of the total members plus one member provided that at least half of the members representing Organised Labour and at least half of the members representing Organised Employers are present. |
| (b) | If, within one hour of the time fixed for a scheduled meeting, a quorum is not present, then that meeting must stand adjourned to a day, time and place determined by the chairperson and the members present at the adjourned meeting form a quorum. |
| (c) | The Chairperson must notify members who were absent from the scheduled meeting of the adjourned meeting. |
| (6) | Voting rights and decisions at meetings |
| (a) | Subject to clause 13(6)(b), each member has a single vote on any matter before a meeting for its decision. |
| (b) | Proxy votes will not be allowed. |
| (c) | Any policy decision at a meeting requires the support of at least two thirds of members present. |
| (d) | Any operational decision at a meeting requires the support of at least 50% plus one of the members present. |
| (e) | Decisions must be made by way of a show of hands or, if at least half the members present so require, by way of closed ballot. |
| (f) | In the event of an equality of votes, the chairperson has a casting vote. |
| (a) | The Chairperson must appoint a person to— |
| (i) | take minutes of the meeting; |
| (ii) | forward the minutes to the members within two weeks of the meeting; and |
| (iii) | table the minutes at the next meeting, for approval by the members. |
| (b) | The chairperson of the meeting must sign the minutes as confirmation of their correctness. |
